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Administrative Assistant to the Dean and Associate Dean of Arts and Sciences

Employer
Joliet Junior College
Location
Illinois, United States
Salary
Salary Not Specified
Posted Date
Sep 12, 2022

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Position Type
Faculty Positions, Arts, Other Arts, Administrative, Academic Affairs, Academic Administration, Arts Administration, Business & Administrative Affairs, Business & Administrative Support, Deans
Employment Level
Administrative
Employment Type
Full Time
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Position Title:

Administrative Assistant to the Dean and Associate Dean of Arts and Sciences

Job Description:

POSITION TITLE: Administrative Assistant to the Dean and Associate Dean of Arts and Sciences
STATUS:tFull time
DEPARTMENT: Arts and Sciences
DIVISION: Academic Affairs
CLASSIFICATION: Non-exempt
UNION: TOSSC
REPORTS TO: Under the general supervision of the Dean of Arts and Sciences
PLACEMENT: Support Staff Grade 8
MINIMUM PAY RATE:t$49,497.49

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The student population at the college is diverse in ethnicity, gender, language, age, and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY

Provides overall administrative support to the Dean of Arts and Sciences and Associate Dean. Works closely with the office of the Vice President of Academic Affairs, the offices of the other college deans, and the various faculty departments and academic divisions. This individual will be a primary contact for students, faculty, and staff who have questions and problems. Communicates information, explains policies and procedures, and organizes meetings and workflow so that the office operates efficiently.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Provide administrative support to the Dean and Associate Dean of Arts and Sciences.
2. Maintain the deans’ calendars, plan, coordinate and schedule appointments and meetings, disseminate information and maintain files for the office of Dean of Arts and Sciences.
3. Prepare and type correspondence, memos, documents, internal and external reports and handle confidential materials. Maintain a high level of confidentiality.
4. Answer telephones and assist with visitors, student, faculty, and staff requests; desk coverage, and online reception. Respond to departmental emails.
5. Process work orders for facility services, food service and IT help desk.
6. Work with tenure faculty by scheduling goal meetings, end-of-year evaluations, dean classroom observations, process student evaluations and maintain their electronic tenure binder.
7. Process independent study requests in Curriculog; and input semester course information.
8. Maintain webpage/ portal pages as needed for the Dean of Arts and Sciences.
9. Assist deans in maintaining and monitoring departmental budgets.
10. Serve as administrative support back-up for Arts and Sciences departments.
11. Prepare agenda and act as recording secretary for monthly Arts and Sciences Department Chairs and schedule meetings with department secretaries.
12. Coordinate and schedule travel for the deans.
13. Open, record and file electronically internal mail received for the deans’ signature.
14. Input semester course information; run enrollment reports and student information; reopen grading component for faculty and adjuncts as needed.
15. Perform related duties as assigned.

MINIMUM QUALIFICATIONS
1. Associates degree.
2. Two years of related experience with knowledge of modern office practices and procedures.
3. Proficient with MS Word, Excel, PowerPoint, and Outlook.
4. Ability to work with minimal supervision and handle multiple tasks and responsibilities simultaneously to meet deadlines.
5. Ability to work in a team environment with a diverse group of people
6. Excellent communication skills, detail-oriented, and accurate.
7. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
8. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
1. Experience with Datatel/Colleague and Workday.
2. Experience working within a community college or educational structure.
3. Exhibits the JJC Core Values: respect, integrity, collaboration, humor and well-being, innovation, and quality.
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.

PHYSICAL DEMANDS
1. Normal office physical demands.

WORKING CONDITIONS
1. Duties are performed indoors in the usual office environment.

PLEASE INCLUDE THE FOLLOWING ITEMS WITH YOUR APPLICATION:
• Resume
• A cover letter with your interest in being considered for the position.
• Unofficial Transcripts (must be included)

Internal candidates must adhere to the terms of employment regarding length of time in current position as outlined in their union contract.

Full Time/Part Time:

Full time

Union (If Applicable):

TOSSC

Scheduled Hours:

40
For more information, click the "How to Apply" button.
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